Title:
Title
Supplemental Agreement: City Landfill Engineering Services
End
FileID
File ID: 2019-00049
Location
Location: Citywide
Recommendation:
Recommendation
Pass a Motion: 1) authorizing the City Manager or the City Manager’s designee to execute Supplemental Agreement No. 4 to City Agreement No. 2015-2025 with SCS Engineers, in an amount not-to-exceed $397,500, for a revised total not-to-exceed amount of $2,642,820; and 2) resetting the City Manager’s authority to issue supplemental agreements for City Agreement No. 2015-2025.
Contact: John Febbo, Integrated Waste Planning Superintendent, (916) 420-6647; Jerome Council, Integrated Waste General Manager, (916) 808-4949, Department of Public Works
Body
Presenter: None
Attachments:
1-Description/Analysis
2-List of Project Needs for Consulting Engineer Landfill Gas
3-Supplemental Agreement
Description/Analysis
Issue Detail: SCS Engineers (SCS) provides professional engineering support services to the Department of Public Works Recycling and Solid Waste Division with State and County regulatory requirements at closed City landfills. Since the execution of Supplemental Agreement No. 3, new regulatory requirements have been issued by State and County regulators for the old City landfill sites at 28th Street, now Sutter’s Landing Park. These new requirements include additional landfill closure work and newly installed off-site monitoring wells, as mandated by the Sacramento County Environment Management Department Local Enforcement Agency (County LEA). New requirements also include the installation of a second landfill gas flare system and the addition of 36 new gas extraction wells in order to comply with the Clean Up and Abatement Order (CAO) issued to the City by the State of California Central Valley Regional Water Quality Control Board (State Water Board). These new requirements continue to create a significantly elevated workload for landfill gas consulting services, requiring additional funds to meet current and future needs.
Policy Considerations: The recommendations in this report are in accordance with City Code Chapter 3.64 for supplemental agreements that increase the agreement amount.
Economic Impacts: None
Environmental Considerations:
California Environmental Quality Act (CEQA): This report concerns administrative activities and government fiscal activities that do not constitute a “project” and is not subject to the provisions of CEQA (CEQA Guideline Sections 15060(c)(3), 15378(b)(2), and 15378(b)(4)).
Sustainability: Not applicable
Commission/Committee Action: None
Rationale for Recommendation: The City’s closed landfills have a combination of on-going obligations and new regulatory requirements issued by the County LEA and the State Water Board that require an engineering consultant for proper compliance. SCS Engineers is an industry leader in solid waste and landfill engineering services and has been assisting the City for over 20 years. SCS is the design engineer of the Closure and Post Closure Maintenance Plan (“CPCMP”) for the 28th Street Landfill and other landfills that the City is responsible for. Additionally, SCS has the historical knowledge of these sites and that knowledge is essential during this period of regulatory distress and elevated requirements.
In response to the new work and compliance standards set by the County LEA and State Water Board, City staff prepared a List of Project Needs (Attachment 2) as a summary of all the landfill gas consultant needs in the upcoming years to meet on-going and new requirements.
Supplemental Agreement No. 4 to City Agreement No. 2015-2025 includes funding for other regulatory compliance activities. These activities include the fulfillment of the Dellar Landfill Waste Discharge Requirements (WDRs), Sacramento Metropolitan Air Quality Management District (State Air Board) Title V permit requirements, and contingency funds for meeting future requirements from the County LEA and the State Water Board to comply with the CAO.
Financial Considerations: Supplemental Agreement No. 4 to City Agreement No. 2015-2025 will increase the contract amount by $397,500 for a revised total contract amount not-to-exceed $2,642,820, as well as extending the term of the agreement to December 31, 2021. Sufficient funding (Solid Waste Fund, Fund 6007) is available in the 28th St. Landfill Regulatory Project (Y15000100, $23,000), Dellar Landfill Closure Landfill Site Closure Project (Y14000100, $354,500), and the Cannon and Scollan Trust Project (Y13000200, $20,000) to execute the supplemental agreement and extend the term for these services through December 31, 2021.
There are no General Funds planned or allocated for these projects.
Local Business Enterprise (LBE): SCS Engineers is not an LBE. The minimum LBE participation requirement was waived by the Director of Public Works on October 2, 2015, when the Request for Proposals (RFP) was issued that resulted in City Agreement No. 2015- 2025. At the time, staff determined the waiver was in the City’s best interest as a broad search conducted by staff within the local area revealed that the vendors with the necessary extensive experience with the City’s landfills were located outside the City’s LBE boundary. Due to the complexity of the engineering work, necessary knowledge of stringent California law and regulations for landfills, and the tight regulatory deadlines needed to complete landfill projects, it was in the City’s best interest to ensure the applicants were not limited by office location.
Background: On November 24, 2015, City Council passed Motion No. 2015-0299 authorizing the City Manager to execute a three-year professional services agreement with SCS Engineers for engineering technical support services on City landfills. While City staff performs the landfill compliance work on-site like monitoring and maintenance, SCS Engineers provides necessary professional engineering support services on an annual basis to complete the following tasks:
• Flare testing, surface emissions testing, and greenhouse gas reporting at the 28th Street Landfill;
• On-call engineering and consultation regarding Operations & Maintenance services at all landfill sites, as well as technical field services on gas system installations at 28th Street and Dellar;
• Select regulatory and engineering support and reporting for all landfill sites; and
• Any landfill gas collection and monitoring system compliance and upgrades, including design, permitting, and plan submittal.
There have been 3 supplementals to the original Agreement. The budgeted funds from the original Agreement and each of the Supplementals have been exhausted while complying with extensive requirements from the County LEA, State Water Board, and State Air Board in order to get the City through a period of significant regulatory distress at the old City Landfill.